Home Phototherapy Ordering Information - USA
SolRxTM
1000, 500 & 100 Series
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Step 1 - Complete Your Research
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Knowledge is essential.
Use as many resources as you can to research this subject and build a paper file that you can take to your physician.
In particular, learn about the relatively new topic of UVB-Broadband versus UVB-Narrowband.
Most people will need an information package to take to their physician or insurance company.
For this we suggest downloading the
Standard Information Package (SIP) for Home UVB Phototherapy.
This 950kB Adobe Acrobat PDF file contains almost all the info you will need,
including condensed versions of the Selection Guide, Order Forms, Brochures, FAQ, Understanding UVB Narrowband article, Tips for Insurance and more...
Or you can download the files you need individually: (all files are Adobe Acrobat .pdf)
Home UVB Phototherapy Selection Guide
Home Phototherapy Order Form - USA
Brochure - Solarc 1000 Series Full Body Panel
Brochure - Solarc 500 Series Hand/Foot & Spot Treatment
Brochure - Solarc 100 Series Handheld Small Spot & Scalp Treatment
Frequently Asked Questions (FAQ)
Understanding Narrowband UVB Phototherapy Article
Tips for Insurance Reimbursement
Includes "Patient’s Letter to Insurance Company" and
"Doctor's Letter of Medical Necessity".
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Step 2 - Obtain a Physician's Prescription
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A home UVB phototherapy device is a serious piece of equipment capable of producing great benefits,
but also, when misused, great harm.
It is for this reason that the US-FDA
regulates
the sale of this equipment by physician's order only, which can be either:
a) A traditional handwritten prescription on the physician's prescription pad.
b) The completed "Physician Approval" section of the Home Phototherapy order form.
c) A signed and dated letter on the physician's letterhead.
The prescription must indicate which lamp type: UVB-Broadband or UVB-Narrowband (UVB-NB).
Your physician will evaluate both the suitability of the treatment to your skin disorder and your ability to use the equipment responsibly,
including your willingness to return for periodic examinations at least once every 6 months.
They can also help you decide which Solarc model to choose,
with the help of our
Home Phototherapy Selection Guide .
They can also write your "Doctor's Letter of Medical Necessity", if needed for insurance purposes (see Step 3).
Some physicians may resist writing a prescription for fear of liability should the equipment be misused.
Solarc Systems has no knowledge of any such cases and believes these concerns to be largely unfounded.
Regardless, your physician is not obliged to write the prescription. You may wish to obtain a second opinion.
It is not necessary that the prescription be written by a dermatologist.
Any medical doctor (MD) is acceptable.
Solarc Systems reserves the right to authenticate any prescription.
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Step 3 - Consider Insurance Reimbursement
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It is often possible to receive full or partial insurance coverage of this prescriptive medical equipment,
but this may take some effort and persistence.
First, check to see what your insurance benefit plan coverage is for "Durable Medical Equipment (DME)",
and determine the exact procedure for making an application.
Visit your insurance company's website or call them if necessary.
They will want to know the generic CPT/HCPCS "Procedure Code":
For the Solarc/SolRx 1000 Series 6 foot panels the code is E0693
"UV light therapy system panel, includes bulbs/lamps, timer, and eye protection; 6 foot panel."
For the Solarc/SolRx 500 Series and 100 Series, the code is E0691
"UV light therapy system panel, includes bulbs/lamps, timer, and eye protection; treatment are 2 square feet or less."
For more information on CPT/HCPCS Procedure Codes, visit our
Regulatory webpage. (near bottom)
If your insurance company does not typically cover "Durable Medical Equipment" or a "pre-authorization" is required,
it may be necessary for you to supply your physician with a copy of the following "Doctor’s Letter of Medical Necessity"
and ask for them to create a personalized version of this for you on their stationery. There may be a cost for this.
You can make this request at the same time you get a prescription. (See Step 2)
You may also be required to submit your medical records and past insurance claims;
also available from your physician's office.
Doctor's Letter of Medical Necessity A MS-Word (.doc) file to allow editing by you.
Once this background work is complete, there are two approaches:
1) Make your claim directly to your insurance company.
This is the simpliest approach, but will require that you pay for the product in advance,
then be reimbursed by your insurance company later.
Because there is no intermediary, this will ensure the lowest possible product cost to your insurance company and minimize the deductible that you will have to pay.
You may wish to complement your claim with a letter to your insurance company using one of the templates below.
This is your opportunity to make a "business case" for acquiring the equipment.
In other words, based on your usage of drugs and other costs, will the equipment pay for itself?
Patient’s Letter to Insurance Company A MS-Word (.doc) file to allow editing by you.
If you need a "Proforma Invoice", please contact Solarc Systems and we will fax or email one to you promptly.
Once your claim is approved, you will receive an authorization letter from your insurance company.
Then submit your order to Solarc using our standard order form.
The product will be shipped directly to your home and will include a signed and dated invoice that you can use as proof of purchase.
Complete your claim by submitting the invoice to your insurance company for reimbursement.
Keep a copy of the invoice for your own records.
2) Go to a local "Home Medical Equipment" (HME) supplier.
This is a company that deals in supplies like wheelchairs and home oxygen, and could even be your existing pharmacy.
The HME can deal directly with your insurance company, and eliminate the need for you to pay for the product in advance.
The HME collects from your insurance company, and in turn purchases the product from Solarc.
Solarc then normally "drop-ships" the product directly to your home, but in some cases the HME will make the delivery.
Solarc traditionally compensates the HME by providing a discount off the standard price.
However, the HME may also substantially increase the price further to your insurance company, which could result in a much larger deductible.
The deductible and any other amounts are normally payable to the HME before the product will be shipped.
The HME will need the following information:
- Patient legal name including middle initial
- Patient date of birth
- Name of insurance company
- Insurance company address and phone number
- Insurance web site address if known
- Member Identification Number
- Group/Network number
- Employer name or ID#
- Name of Primary Insured. (This is when someone is covered by a spouse, or parent)
- Primary Insured date of birth
- Primary Insured address if different
- Name of Primary Care Physician (PCP) (often different than prescribing physician and many times necessary to place the referral)
- Primary Care Physician (PCP) phone number
- Solarc product and contact information, including the CPT/HCPCS "Procedure Code" listed above.
(EO693 for 1000 Series, E0691 for 500 & 100 Series)
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Step 4 - Complete the Solarc Order Form and Submit Your Order
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Follow the instructions for use at the top of the form.
For the large 1000 Series full body panels,
please consider the "SolRx 1000 Series Shipping Policy" on the order form when choosing your delivery details.
Prices include freight to most locations in continental USA, duty and brokerage.
The listed price is all you pay.
Solarc does not collect any US taxes. If any US taxes apply, they are payable by the purchaser.
Most orders are made using VISA or MASTERCARD as a payment option.
This allows you to simply fax the completed order form and prescription to Solarc at 705-739-9684.
We do not take any other credit cards.
If you prefer, you can call and provide your credit card numbers to us over the phone.
Our fax machine is always on.
If you are having trouble faxing, try our backup fax machine at 705-739-0041 - backup use only please.
If paying by cheque, send your order by courier or US-Postal letter-mail using the address below.
Remember to keep a copy of the prescription for your own records!
There may be a delay shipping your unit until the cheque clears.
Certified cheques always accelerate this process.
Once your order is received, we will promptly acknowledge it and advise the expected shipping date,
which is usually the next business day since most models are normally in stock.
The Department of Homeland Security - US Customs & Border Protection
(US-CBP) now requires that all imports to the USA greater than US$2000 must identify the "ultimate consignee"
using the customer's social security number (SSN) or,
if a business, an IRS employer identification number (EIN).
This typically applies to only purchases of 1780UVB-NB and 1790UVB-NB devices.
If you are ordering one of these units,
please ensure that this information is provided on the Solarc order form.
If you do not want to provide this information to Solarc,
you can alternatively provide it directly to our customs broker or the US-CBP.
Please contact us for instructions.
We apologize for this hassle.
Immediately after your SolRx unit ships, we will provide you with the ship date, courier waybill / tracking number and courier contact information.
Please supply an email address for this if possible.
Deliveries are made by courier (DHL / Airborne Express / Purolator) and usually take:
USA - Northeast: 3-7 business days
USA - West & South: 4-8 business days
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Step 5 - Your SolRx Unit Arrives
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Once you receive your SolRx unit, it is very important to first read the User's Manual.
1000 Series units are shipped fully assembled and take 10 to 20 minutes to install.
The 500 Series and 100 Series units are ready to go.
Our packaging has been refined over the years and is extremely heavy duty, however,
there is always a possibility of shipping damage.
In the rare event that this occurs, we ask that you accept the shipment.
We will then, as a minimum,
send you the replacement parts with which to make the repair at no charge.
Your first treatment can only be taken after the User's Manual has been completely read and understood.
New bulbs are very powerful - be very conservative with your first treatment times !
If there are any questions or problems,
contact your physician or Solarc Systems using our toll free number 866-813-3357 or local 705-739-8279.
We will do our best to help you.
Advise your family that it is NOT a tanning device and that they are not to use the device under any circumstances.
After using the device, remove and hide the key to prevent dangerous misuse by others.
The success rate for our equipment is very high and we sincerely wish the same for you.
After a few months we typically make a follow up.
We are very interested in your progress and love to hear the success stories.
Good Luck with your treatments !
Bruce Elliott, P.Eng.
President & Founder, Solarc Systems Inc.
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More Questions?
If you have any more questions, please contact us toll free at 1-866-813-3357. We can also be reached by fax at 705.739.9684 or by email at info@solarcsystems.com
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Physician approval / prescription is required for all ultraviolet home phototherapy device and UV bulb orders.
Solarc Systems Inc., 12 Parker Court, Barrie, ON, L4N 2A6
Toll Free: 1.866.813.3357 Tel: 705.739.8279 Fax 705.739.9684
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